Department Administrator, English

University of Pennsylvania

2d•$58,506 - $80,000•Onsite

About The Position

The Department Administrator will be responsible for the overall administration of a highly interdisciplinary and diverse humanities department. The Department Administrator directs the budget, financial, and course rostering operations of the English department, serves as liaison to English faculty, students, staff, alumni, and other departments in the School and University, and manages all aspects of events, workshops, conferences, and communications for Penn English, including website and listserv technicalities, graphic design for posters, and management of classroom and office space in Fisher-Bennett Hall. The Administrator will provide executive level administrative support for the Chair, assist the Graduate and Undergraduate Chair, and supervise other department staff; in assisting with faculty hires and academic appointments, the Administrator will also work closely with the Business Coordinator and Dean’s office. The Administrator handles sensitive data including access to grant funds, budgets, and salary information, and purchasing cards for the department.

Requirements

Bachelor of Science or Bachelor of Arts and 2 to 3 years of experience, or equivalent combination of education and experience is required.
Candidate must demonstrate strong organizational and administrative skills, with the ability to manage multiple responsibilities effectively, including handing sensitive data related to budgets, purchasing, and personnel.
The role requires excellent written and verbal communication skills, as well as the ability to interact professionally with a range of stakeholders, including students, faculty, university administrators, alumni, and Penn communities.
Strong attention to detail and proficiency in administrative processes related to academic programs, and event coordination are essential.
Proficiency in standard office software and systems, particularly Mac computers, as well as a demonstrated ability to learn and adapt to new technologies, is necessary.
Candidate must exhibit a collaborative approach to teamwork, the ability to work independently as well as supervise other staff, and a commitment to fostering an inclusive and supportive educational environment.

Nice To Haves

Familiarity with academic environments and knowledge of higher education policies, particularly related to graduate and undergraduate programs is preferred.

Responsibilities

Manages Department Operations/Administration/ Academic Support.
Supervises the Graduate Coordinator; Associate Director of Undergraduate Studies; Business Coordinator; Student Workers.
Manages Academic Appointments, Reappointments and Promotions.
Budget and Financial Management
Departmental Communications Management
Manages Fisher-Bennett Hall spaces for Faculty and non-standing faculty, staff, and classrooms.
Manages Departmental Events/Programs/Workshops/Conferences.
Oversees and maintains multiple departmental listservs.
Supervises and maintains department website.
Does graphic design work for faculty and staff
Supervising, training, and conducting performance appraisals of department staff, including full-time staff, temps and students.
In collaboration with the Chair, Business Coordinator and the Dean’s office, assisting with faculty hires and promotion and reappointment dossiers and managing the appointments of lecturers.
Directing the budget and financial operations of the English department with Business Coordinator, weekly meetings over the academic year.
Serving as liaison to English faculty, students, staff, alumni, and other departments in the School and University.
Overseeing department support for workshops and conferences.
Giving direction to new faculty, staff, postdocs, lecturers, adjuncts, and visiting professors and scholars with respect to policies/procedures.
Overseeing the integration of Workday and the Faculty Interfolio program: becoming the subject matter expert on these for the department.
Overseeing and providing guidance to the Associate Chair, with annual Teaching and Student Awards for Provost, SAS and Penn English.
Managing all aspects of offices, and classrooms for faculty, students and staff for Penn English.
Managing all aspects of multiple annual events for Penn English, including events, communications with department and programs in FBH for room scheduling.
Overseeing distribution of incoming and outgoing mail and packages for ALL occupants of FBH.
Creating entries for Independent Studies, courses, recitations.
Approving all courses for English in Curriculum Manager, Course Leaf, and Annex.
Administering and reviewing tasks in Pennant@Penn, Advising Penn, Courses@Penn, for Department of English and Penn Community.
Scheduling the courses and leaves for Standing Faculty, Lecturers and Graduate students in Curriculum Planner (one year) Workbook and inputting the budget proposal for the upcoming fiscal year.
Overseeing courses added by Graduate Coordinator and Associate Director of Undergraduate Studies.
Completing graphic designer work for courses, events and assisting faculty with posters and small graphic tasks

Benefits

excellent healthcare
tuition benefits for employees and their families
generous retirement benefits
a wide variety of professional development opportunities
supportive work and family benefits
a wealth of health and wellness programs and resources
Health, Life, and Flexible Spending Accounts
Tuition assistance here at Penn for employees, spouses, and dependent children
Tuition assistance at other institutions for dependent children
generous retirement plans
substantial amount of time away from work
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development
access to a wide range of University resources as well as cultural and recreational activities
Discounts and Special Services
Flexible Work Hours
Penn Home Ownership Services
Adoption Assistance